01/11/2011

Four Critical Success Factors for a successful retention and disposal implementation

Flying Filing Squad have identified four critical success factors:

1. You’ve got to have the courage to get started; 2. You’ve got to have a list; 3. Meeting Archives NZ’s needs speeds the process and costs less; and 4. Project Relationship management is critical.

Often organisations can be overwhelmed by the size of a job. This in turn leads to them not getting started. Another reason not to get started is that the total job may go over 2 - 3 years.

Without a list, nothing will happen. Ideally the list has all of the information about the files. Implementation always involves checking the file title, open and closed years, part number and file reference. It is a speedy job if the information only needs to be checked rather than keyed in.

Archives New Zealand has 96,000 metres of archive as at 2011. They take a planned approach to transfer and that process is well documented. Early contact with Archives can save a lot of time as you will be clear about what is needed.

And as with all well run projects, managing the relationships is critical. Setting up good reporting lines, having face to face discussions and providing regular reports will ensure that all flows well.

Comments

Packing boxes for transfer to an Archive is a process that takes time and an eye for detail. Doing it right first time is good for our clients and we have always passed the 5% check that is required by Archives New Zealand.